Guidelines concerning the use of modern communication tools such as text and instant messages

Alexander Fanta made this access to documents request to European Ombudsman as part of a batch sent to 5 authorities

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The request was successful.

Hello,

under Regulation 1049/2001, I would like to request all documents held regarding a proposal by the Commission for new common guidelines concerning the use of modern communication tools such as text and instant messages. The Commission has sent out an initial note, registered as Ares(2022)6527884, as well as a scoping note, Ares(2023)1595460. I would like to request these documents, the reply or replies sent by your institution, as well as any other document held by your institution on this matter.

Yours faithfully,

Alexander Fanta

netzpolitik.org e.V.
Schönhauser Allee 6-7
10119 Berlin
Germany

EO NOREPLY,

1 Attachment

Link: [1]File-List
Link: [2]Edit-Time-Data
Link: [3]themeData
Link: [4]colorSchemeMapping

Sent by ve_ombu.euroombudsman (OMBU) <[European Ombudsman request email]>. All
responses have to be sent to this email address.
Envoyé par ve_ombu.euroombudsman (OMBU) <[European Ombudsman request email]>. Toutes
les réponses doivent être effectuées à cette adresse électronique.

Dear Mr Fanta,

Thank you for your request for public access to documents that you
submitted to the European Ombudsman’s Office on 12/06/2023.

Your request has been registered today under reference
[5]Ares(2023)4151867

It will be dealt with in accordance with Regulation 1049/2001 regarding
public access to European Parliament, Council and Commission documents and
the Decision of the European Ombudsman on internal procedures for dealing
with applications for public access to documents and requests for
information.

We will deal with your request as soon as possible and reply to you no
later than 06/07/2023 (15 working days from the date of registration of
your request).

If you have any questions, please do not hesitate to contact our Office by
telephone: + 33 (0)3 88 17 23 13 or e-mail: [6][European Ombudsman request email].

 

Yours sincerely,

 

 

 

[7]cid:image003.png@01D86A9B.093A7210 European Ombudsman
 
ATD-FOI Team
 

1 avenue du Président Robert Schuman
CS 30403
F - 67001 Strasbourg Cedex
[8]www.ombudsman.europa.eu

 

 

References

Visible links
1. file:///tmp/cid:filelist.xml@01D99F93.9DE13010
2. file:///tmp/cid:editdata.mso
3. file:///tmp/~~themedata~~
4. file:///tmp/~~colorschememapping~~
5. https://webgate.ec.testa.eu/Ares/documen...
6. mailto:[European Ombudsman request email]
8. European Ombudsman Home Page
http://www.ombudsman.europa.eu/

EO NOREPLY,

1 Attachment

Link: [1]File-List
Link: [2]Edit-Time-Data
Link: [3]themeData
Link: [4]colorSchemeMapping

Sent by ve_ombu.euroombudsman (OMBU) <[European Ombudsman request email]>. All
responses have to be sent to this email address.
Envoyé par ve_ombu.euroombudsman (OMBU) <[European Ombudsman request email]>. Toutes
les réponses doivent être effectuées à cette adresse électronique.

Dear Mr Fanta,

 

I refer to your request for public access to documents registered under
the reference Ares(2023)4151867.

 

We are in the process of handling your request. Unfortunately, we will not
be in a position to take a decision on your request within the time limit
of 15 working days, which expires today. This is because we are still
finalising consultations in accordance with Article 4(4) of Regulation
1049/2001.

 

Therefore, we have to extend the time limit by 15 working days in
accordance with Article 7(3) of Regulation (EC) No 1049/2001 regarding
public access to documents. We will provide a reply as soon as possible
but no later than 27 July 2023.

 

We apologise for this delay and for any inconvenience this may cause and
we thank you for your understanding.

 

Yours sincerely,

 

 

[5]cid:image001.png@01D9ADA2.0661A4F0 European Ombudsman

 

Access to Documents and Freedom of
Information Team
 
1 avenue du Président Robert Schuman
CS 30403
F - 67001 Strasbourg Cedex
[6]www.ombudsman.europa.eu

 

 

 

References

Visible links
1. file:///tmp/cid:filelist.xml@01D9AFE7.6FAA05A0
2. file:///tmp/cid:editdata.mso
3. file:///tmp/~~themedata~~
4. file:///tmp/~~colorschememapping~~
6. European Ombudsman Home Page
http://www.ombudsman.europa.eu/

EO NOREPLY,

2 Attachments

  • Attachment

    03 requested documents final version.7z

    5.0M Download

  • Attachment

    image001.png

    6K Download

Link: [1]File-List
Link: [2]Edit-Time-Data
Link: [3]themeData
Link: [4]colorSchemeMapping

Sent by ve_ombu.euroombudsman (OMBU) <[European Ombudsman request email]>. All
responses have to be sent to this email address.
Envoyé par ve_ombu.euroombudsman (OMBU) <[European Ombudsman request email]>. Toutes
les réponses doivent être effectuées à cette adresse électronique.

Dear Mr Fanta,

I am writing in reply to your request for public access to documents of 12
June 2023, in which you asked for public access to “all documents held
regarding a proposal by the Commission for new common guidelines
concerning the use of modern communication tools such as text and instant
messages.”  

Your request was registered under the reference Ares(2023)4151867. We
dealt with your request in accordance with Regulation 1049/2001[5]^[1]
regarding public access to documents on and the Ombudsman’s
Decision[6]^[2] on the handling of requests for public access to
documents.

We identified the following seven documents as falling within the scope of
your request:

1. Commission’s note of 21 September 2022 (Ares(2022)6527884)

2. 221110 EP to SG Communication tools - reply from the EP to the
Commission of 8 November 2022 - reply to Commission’s note of 22 September
2022

3. Invitation from the Commission “The use of modern communication tools
such as text and instant messages in EU professional context – invitation
to a meeting of services” of 18 November 2022

4. EO internal note account of the meeting of 9 December 2022

5. Commission’s scoping note of 6 March 2023 (Ares(2023)1595460)

6. Summary record of the meeting of EU institutions on 9 December 2022 -
Commission’s account of the meeting of 9 December 2022

7. EO-COM scoping - EO’s reply to the Commission of 28 March 2023.

On 3 July 2023, we informed you of the need to extend the deadline to
provide a reply to your request in order to complete the consultation with
the Commission as author of documents 1,3,5 and 6 in accordance with
Article 4(4) of Regulation 1049/2001.

We decided to grant you full access to documents 1, 3, 4, and 6 and
partial access to the remaining three documents (2,5 and 7) subject to
minor redactions in order to protect personal data in accordance with
Article 4(1)(b) of Regulation 1049/2001 together with Regulation
2018/1725.[7]^[3] Please find the documents attached to this email. 

If you would like access to the personal data thus redacted, you would
need to demonstrate the necessity of having the personal data transferred
for a specific purpose in the public interest and show that there is no
reason to assume that the legitimate interests of the data subjects would
be prejudiced.[8]^[4]

I hope this reply satisfy your request. However, should you wish to
challenge this decision, you may request a review under Article 7(2) of
Regulation 1049/2001 (‘confirmatory application’ procedure). You may do so
by sending an e-mail to [9][European Ombudsman request email] within 15 working days
of having received this decision.

You are welcome to contact me through the e-mail above with any questions
or requests for clarifications you may have.

Yours sincerely,

Tereza Mandjukova

 

 

 

[10]cid:image003.png@01D86A9B.093A7210 European Ombudsman
 
Access to Documents and Freedom of
Information Team
 

1 avenue du Président Robert
Schuman
CS 30403
F - 67001 Strasbourg Cedex
[11]www.ombudsman.europa.eu

 

 

 

 

______________

[1] Regulation 1049/2001 of the European Parliament and of the Council of
30 May 2001 regarding public access to European Parliament, Council and
Commission documents is available at:
[12]https://eur-lex.europa.eu/legalcontent/E...

2 The Decision is available at:
[13]https://www.ombudsman.europa.eu/en/docum...

3 Regulation 2018/1725 of the European Parliament and of the Council of 23
October 2018 on the protection of natural persons with regard to the
processing of personal data by the Union institutions, bodies, offices and
agencies and on the free movement of such data, and repealing Regulation
(EC) No 45/2001 and Decision No 1247/2002/EC, is available at:
[14]https://eur-lex.europa.eu/legal-content/...

4 In line with Article 9(1)(b) of Regulation 1725/2018.

 

 

 

────────────────────────

[15][1] Regulation 1049/2001 of the European Parliament and of the Council
of 30 May 2001 regarding public access to European Parliament, Council and
Commission documents is available at:
[16]https://eur-lex.europa.eu/legalcontent/E...

[17][2] The Decision is available at:
[18]https://www.ombudsman.europa.eu/en/docum...

[19][3] Regulation 2018/1725 of the European Parliament and of the Council
of 23 October 2018 on the protection of natural persons with regard to the
processing of personal data by the Union institutions, bodies, offices and
agencies and on the free movement of such data, and repealing Regulation
(EC) No 45/2001 and Decision No 1247/2002/EC, is available at:
[20]https://eur-lex.europa.eu/legal-content/...

[21][4] In line with Article 9(1)(b) of Regulation 1725/2018.

 

References

Visible links
1. file:///tmp/cid:filelist.xml@01D9BA5F.D45CC7D0
2. file:///tmp/cid:editdata.mso
3. file:///tmp/~~themedata~~
4. file:///tmp/~~colorschememapping~~
5. file:///tmp/foiextract20230720-3931679-7woygf#_ftn1
6. file:///tmp/foiextract20230720-3931679-7woygf#_ftn2
7. file:///tmp/foiextract20230720-3931679-7woygf#_ftn3
8. file:///tmp/foiextract20230720-3931679-7woygf#_ftn4
9. mailto:[European Ombudsman request email]
11. European Ombudsman Home Page
http://www.ombudsman.europa.eu/
12. https://eur-lex.europa.eu/legalcontent/E...
13. https://www.ombudsman.europa.eu/en/docum...
14. https://eur-lex.europa.eu/legal-content/...
15. file:///tmp/foiextract20230720-3931679-7woygf#_ftnref1
16. https://eur-lex.europa.eu/legalcontent/E...
17. file:///tmp/foiextract20230720-3931679-7woygf#_ftnref2
18. https://www.ombudsman.europa.eu/en/docum...
19. file:///tmp/foiextract20230720-3931679-7woygf#_ftnref3
20. https://eur-lex.europa.eu/legal-content/...
21. file:///tmp/foiextract20230720-3931679-7woygf#_ftnref4